Send physical mail directly from your dashboard.
Upload documents, respond to government forms, and post via five major carriers — without visiting the post office. Manage your entity entirely online, from the office, on the go, or from abroad.
By signing up, you agree to our Terms of Service, Privacy Policy, and Handling of Personal Information.
Ship with 5 major carriers
How It Works
Three steps. No post office required.
Whether you're responding to a government form, mailing a contract, or filing a tax return — the workflow is the same.
Upload your document
Drag and drop a PDF, Word doc, or image into your MailMate dashboard. Need a Japanese-language form filled out? Upload the blank form and provide the details — our bilingual team handles it.
Choose a carrier
Select from JP Post, Yamato, Sagawa, FedEx, or DHL. Need registered mail (書留) with proof of delivery for a government filing? We handle that too.
We print, pack, and post
Our team prints your document, prepares it for mailing, and dispatches with your chosen carrier. You get a tracking number, delivery confirmation, and a timestamped record in your dashboard.
Features
Everything your back office needs.
Send Mail integrates into the same MailMate dashboard you already use to receive and manage your company's incoming post.
Japanese form filling service
Tax office correction notices (是正通知), ward office registrations, social insurance enrollment forms — upload the blank form, provide the details in English, and our bilingual team fills it out in Japanese and mails it.
Reply to government notices by post
When a notice from the NTA, Legal Affairs Bureau, or pension office arrives in your MailMate inbox and requires a response, reply directly from that mail item. We print and post your response back to the sender.
Proof of filing with timestamps
Every submission gets a tracking number and delivery confirmation. For registered mail (書留), you have documented proof that your filing was postmarked and received before the deadline — critical for tax and legal disputes.
Complete compliance archive
Every piece of incoming and outgoing mail in one searchable dashboard. See the original government notice alongside your filed response — a full audit trail for your entity's correspondence history.
Share with your tax accountant or legal team
Invite your 税理士 (tax accountant), 司法書士 (judicial scrivener), or corporate lawyer. They can review incoming notices, prepare responses, and send filings — all within your account with full permission controls.
Why This Matters
Manage your entity entirely online.
Running a GK, KK, or branch office in Japan means government agencies communicate by post. MailMate lets you operate your entity without ever visiting the post office.
Operate your entity from anywhere
File tax returns, respond to government notices, submit registration changes, and send compliance documents — from the office, on the go, or from abroad. Every postal obligation your entity has can be handled from your dashboard.
Complete audit trail of every piece of mail
Every incoming notice and outgoing filing is logged, timestamped, and searchable. Know exactly what arrived, when you responded, and what's still outstanding. Tracking numbers and delivery confirmations for every item you send.
Save hours every month
No more printing, stuffing envelopes, queuing at the post office, or coordinating someone to go on your behalf. Upload, click send, done. What used to take a trip across town now takes 30 seconds from your dashboard.
Incoming Mail
Government requests that arrive and need a response.
These are documents that show up at your registered address. Each one requires action — usually a written reply sent back by post.
| From | What arrives | What they want | If you ignore it |
|---|---|---|---|
| Tax Office (税務署) | Inquiry letter (お尋ね) | Confirm income, expenses, or specific transactions | Triggers a formal tax audit (税務調査) |
| Tax Office (税務署) | Correction notice (是正通知) | Amend or explain discrepancies in your filing | NTA issues a compulsory reassessment + penalty tax |
| Pension Service (年金機構) | Standard remuneration form (算定基礎届) | Report each employee's monthly salary for insurance calculation | Incorrect premiums, back-payments, and surcharges |
| Labor Bureau (労働局) | Labor insurance annual update (年度更新) | Recalculate labor insurance premiums based on actual payroll | Penalties, interest, and possible business inspection |
| Statistics Bureau (総務省) | Economic Census (経済センサス) | Report employee count, business activities, and revenue | Response is legally mandatory — fines for non-compliance |
| METI (経済産業省) | Industry surveys | Report on operations, shipments, or sector-specific data | Follow-up contact and administrative pressure |
| Municipality (市区町村) | Business operation surveys | Confirm employee count, payroll data, workplace details | Administrative follow-up; varies by municipality |
| Legal Affairs Bureau (法務局) | Correction request (補正通知) | Provide missing documents or fix errors in a registration filing | Your registration application is rejected |
Outgoing Filings
Documents your entity needs to file by post.
These don't arrive in your mailbox — you need to prepare and send them before the deadline hits.
| Agency | Document | When | Priority |
|---|---|---|---|
| Tax Office (税務署) | Corporate tax return (法人税確定申告書) | Within 2 months of fiscal year-end | Critical |
| Tax Office (税務署) | Consumption tax return (消費税確定申告書) | Annually or quarterly | Critical |
| Tax Office (税務署) | Blue return approval (青色申告承認申請書) | Within 3 months of incorporation | Important |
| Legal Affairs Bureau (法務局) | Director change registration (取締役変更届) | Within 2 weeks of change | Critical |
| Legal Affairs Bureau | Head office relocation (本店移転登記) | Within 2 weeks of move | Critical |
| Legal Affairs Bureau | Capital change / articles amendment | Within 2 weeks of resolution | Important |
| Prefectural Tax Office (都道府県税) | Prefectural corporate tax filing | Annually | Important |
| Pension Service (年金機構) | Social insurance enrollment (新規適用届) | When hiring employees | Important |
| Labor Standards Office (労基署) | Labor insurance establishment (保険関係成立届) | Within 10 days of hiring | Important |
| Municipality (市区町村) | Salary payment report (給与支払報告書) | By end of January each year | Important |
| Municipality (市区町村) | Business premises registration (事業所届) | Upon establishment | Routine |
What's at Stake
Miss a deadline and the penalties add up fast.
Japan's tax and corporate registration rules have real consequences for late or missed filings.
No-filing penalty (無申告加算税)
Miss your corporate tax return deadline and the NTA adds a surcharge of 15% or more on the unpaid tax. A daily late-payment penalty (延滞税) accrues on top.
Late registration fine (過料)
Director changes, address moves, and capital changes must be filed within 2 weeks. Miss the window and the Legal Affairs Bureau can fine your company up to 1 million yen.
Ignoring an inquiry letter (お尋ね)
Tax office inquiry letters are technically informal — but ignoring one signals non-cooperation. The next step is a formal tax investigation (税務調査) with potential reassessment and penalties.
Who It's For
Built for anyone operating a business entity in Japan.
Whether you're in Tokyo, Osaka, or overseas — if you run a GK, KK, or branch office, Send Mail lets you handle all postal obligations from your dashboard.
GK & KK Operators
Handle annual tax filings, director change registrations, social insurance enrollments, and ward office correspondence — entirely online. No trips to the post office, no printing, no stamps.
Foreign Branch Offices
File corporate tax returns, respond to prefectural tax notices, and submit registration changes to the Legal Affairs Bureau — from your office anywhere in the world.
Accounting & Legal Firms
Managing filings for multiple client entities? Use MailMate as your corporate secretarial platform — file on behalf of clients, track submissions, and keep a complete audit trail per entity.
Your next deadline is closer than you think.
Don't let a missed postmark cost your company a million yen. Set up MailMate in under 5 minutes and start sending mail from your dashboard today.
Start sending mail